AI Roster.

Privacy Policy

Last updated: June 21, 2026

AI Roster ("AI Roster", "we", "us") is a planning tool for independent coaches, tutors, and mentors to manage their own client roster, sessions, payments, and communications. This Privacy Policy explains what information we handle, how we use it, and the choices you have. By using AI Roster you agree to this policy.

Information we collect

Account information. When you sign in with Google, we receive your name, email address, and profile photo to create and identify your account.
Data you enter. The client, session, payment, group, note, schedule, and dashboard information you add to organize your practice. This is your content, entered by you.
Google Gmail data (only with your permission). If you choose to use the email features, we request Gmail access to (a) send emails on your behalf to recipients you specify, and (b) optionally scan recent inbox messages to help you surface potential leads and payment notifications. We request these scopes only when you first use the relevant feature.
Limited operational logs. Records needed to run the product (e.g., your assistant requests and basic error logs), used for reliability and support.

How we use information

To provide the core product: storing and displaying your roster, calendar, payments, and notes.
To power the in-app AI assistant. Messages you send to the assistant are processed by our AI provider (Anthropic) to interpret your request and propose actions, which you confirm before anything changes.
To send the emails you compose, and—if you enable scanning—to identify likely leads and payments from your inbox.
To maintain security, prevent abuse, and operate within usage limits.

Google API Services — Limited Use disclosure. AI Roster's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We only use Google user data (including Gmail content) to provide and improve the features you have enabled; we do not sell it, use it for advertising, or allow humans to read it except where you explicitly request support, where required for security/legal reasons, or where the data has been aggregated and anonymized.

How information is stored and shared

Storage. Your data is stored in Google Firebase (Firestore) under your account and is private to you. Coaches cannot see one another's data.
Service providers. We rely on Google (authentication, hosting, database, Gmail API) and Anthropic (the AI assistant). They process data only to provide their services to us.
We do not sell your data or share it with advertisers.
We may disclose information if required by law, or to protect the rights, safety, and security of our users and the service.

Cookies, analytics & tracking

Essential cookies only. We use only the cookies and local storage needed to keep you signed in and to run the app. We do not use advertising cookies, marketing pixels, or cross-site / cross-context tracking.
No ad-tech. AI Roster does not load Google Analytics, the Meta (Facebook) pixel, or any third-party advertising or behavioral-tracking tags.
Privacy-friendly metrics. If we measure aggregate traffic (such as page views), we use a cookieless analytics service that counts visits without cookies and without collecting personal information or building a profile of you.

Data retention and deletion

We retain your data for as long as your account is active. You may delete clients, sessions, payments, and other records at any time within the app. To delete your account and associated data, email us at the address below and we will process the request.

Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. To exercise any of these, email us at the address below; we will verify your request and respond as required by law.

California residents (CCPA/CPRA). You have the right to know what personal information we collect and how we use it, to request deletion, to correct inaccurate information, and to opt out of the "sale" or "sharing" of personal information. We do not sell or share your personal information — including for cross-context behavioral advertising — so there is nothing to opt out of, but you may still contact us to exercise your other rights. We will not discriminate against you for exercising them.

EU / UK / EEA users (GDPR). We process your data to provide the service you request (contract) and to keep it secure and reliable (legitimate interests); the optional Gmail features are processed on the basis of your consent. You may access, correct, delete, port, or object to the processing of your data, and you may lodge a complaint with your local supervisory authority.

Security

We use industry-standard measures, including encrypted transport (HTTPS) and access rules that restrict each account's data to its owner. No method of transmission or storage is 100% secure, but we work to protect your information.

Children

AI Roster is intended for use by coaches and professionals and is not directed to children under 13. We do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above.

Contact

Questions or requests about your data: airosteradmin@gmail.com.